QuoteIQ makes it simple to create invoices that match your service structure, customer preferences, and payment process. Whether you're sending a fresh invoice or recording a completed job, here's how to do it step by step.

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From your dashboard, click the Invoices tab on the left-hand side.

Then, in the top right corner, click Create Invoice.

Choose a customer from your existing list, or create a new one directly from this screen.

Once selected, their contact details will auto-fill.

Under Invoice Details, you'll see:

Input your service name, amount, and optional description.

If this is a one-time service you don't want saved to your list, click "No, don't add to my services," then hit Save.

Invoices also support a dedicated Materials section alongside services, with quantity, unit type, unit cost, and a Materials Subtotal. See Materials on Estimates & Invoices for the full guide.

In the billing section, you can:

The total invoice cost will automatically update at the bottom.

Invoice payment status shows whether an invoice still has an amount due or has been paid in full:

To record a payment, open the pending invoice, select Actions, and choose Mark as Paid. The screen shows what's been paid so far and what's left. Choose Partial Payment when the customer is paying less than the invoice total, enter the amount received, and save it to the invoice. Check numbers are kept on partial payments, and a partial payment by percentage takes the percentage of what's still owed.

If the customer has a saved card on file, you can charge that card when recording the payment. If the charge is declined, QuoteIQ displays the decline reason.

Choose whether this is a One-Time Invoice or a Recurring Invoice.

Recurring invoices will repeat automatically based on the interval you set.

Press Save & Continue to review your invoice. The preview shows pricing exactly the way it appears on the PDF and on the page your customer opens: Total and Balance Due shown separately, with every payment listed by method and date.

From this screen, click the Share button and choose how to send it to your customer—email, text, both, or download. Texting works even if the customer has no email address.

After sending, return to the Invoices tab to view your invoice under:

From the Pending tab, open Actions and select Mark as Paid to record either a full or partial payment. You can also click Send Reminder to email the customer a payment reminder.

On desktop, the invoice table also includes a Payment Method column, so you can see at a glance how each invoice was paid. On the phone, you can sort the invoice list by invoice number.

Exporting invoices: Export all invoices exports every invoice (not just the first page), and exports include an Amount Paid column.

Beyond the standard invoice workflow above, QuoteIQ includes several additional invoicing tools:

QuickPay

Take a payment in seconds with no invoice to set up first. Type the amount, pick payment methods, and show a QR code or share a link. Every QuickPay payment is saved as a real invoice marked Paid. See QuickPay.

Mass Invoicing (Beginner and above)

Invoice multiple completed jobs at once instead of creating them one by one. From the Invoices tab, select multiple completed jobs and generate invoices for all of them in a single batch. This is especially useful at the end of a busy day or week.

In-Person Payments

QuoteIQ supports these in-person payment options: (1) send the invoice's Pay Now link to the customer so they can pay from their own device using card, Apple Pay, Google Pay, or ACH; (2) manually enter the customer's card details directly in the QuoteIQ app to charge the invoice; or (3) use QuickPay to show a QR code the customer scans to pay. See the Set Up and Collect Payments guide for the full breakdown.

Partial Payments & Deposits

Invoices support partial payments. From a pending invoice, go to Actions → Mark as Paid → Partial Payment, enter the amount received, and save it. Record later payments from the same invoice until the balance is paid in full. Estimates can still be used when you want to request a deposit before creating an invoice.

Materials on Invoices

Invoices include a dedicated Materials section alongside services. List each material with its quantity, unit type, and unit cost, and QuoteIQ shows a Materials Subtotal. Materials can also be linked to Inventory products on Elite and Max. See Materials on Estimates & Invoices.

Tips on Invoices

Customers can add a tip when paying an invoice. This is built into the payment flow automatically — no extra setup required on your end.

To view all tips collected, go to the Invoices tab and select the Tips sub-tab. You'll see the total amount of tips collected along with every invoice that included a tip.

Convert Estimate to Invoice

Don't start from scratch — convert any approved estimate directly into an invoice with one tap. All services, pricing, and customer info carry over automatically.

Card-on-File

Saved payment methods (credit/debit cards) linked to a customer are displayed directly on their profile. Use them for future charges — useful for repeat customers or subscription-based services. When marking an invoice or estimate as paid, you can charge the customer's card on file directly, and if the charge is declined, the decline reason is displayed so you know exactly what happened.

Invoice Subscriptions / Recurring Service Plans

Set up recurring invoices for customers on maintenance plans or regular service schedules. Choose the interval and QuoteIQ handles the rest — invoices generate and send automatically. Recurring subscriptions now fully support discounts, taxes, convenience fees, and deposits — matching the full calculation logic of regular invoices. You can also choose Auto-Pay or Manual billing per subscription; see Subscription Billing — Manual vs Auto-Pay. (See Step 7 above.)

Net Payment Terms

Invoices support Net 15, Net 30, Net 60, and Net 90 payment terms. Select the term when creating or editing an invoice and the due date calculates automatically — no manual date entry needed.

Embedded Checkout

Customers pay invoices with a smooth embedded checkout directly on the invoice page — no redirect to a separate page. Full-screen on mobile, centered modal on desktop. A seamless payment experience that keeps the customer on your invoice page.

Per-Unit Pricing on Invoice Pages

Public invoice and estimate pages display per-unit pricing, so customers can see how each line item was calculated.

ACH Bank Payments

ACH (bank transfer) payments are available. Toggle ACH on from your Bank Details settings. Especially valuable for commercial clients and larger invoices where bank transfer is preferred over credit card. While a bank transfer is still going through, the invoice shows "Bank Transfer Pending" and a second payment is blocked.

Checkout Order Summary

Before completing a purchase, customers and team members see a clear line-item order summary — including any coupons, add-ons, discounts, and fees — before hitting Pay. No surprises at checkout.

Hide Line Item Prices

Hide prices on individual line items, or hide all prices at once on an invoice. Useful when you want the customer to see only the total — common for commercial contracts or bundled service agreements.

Convert Estimate to Subscription

Convert an accepted estimate directly into a recurring subscription invoice, pre-filled with the customer, services, and pricing from the estimate. One tap to set up automatic recurring billing from an approved quote.

Selectable Text on Invoice Pages

Customers can select and copy text directly from invoice web pages — making it easy to reference invoice numbers, service descriptions, or amounts.